Create and confirm sales orders

A sales order starts as a draft you can change freely. Confirming it commits stock for stock lines at the chosen locations. Non-stock lines keep their commercial commitments without reserving inventory.

Create a draft sales order

1. Open Sales orders, then use New sales order at the top of the page.
2. Enter the Order number, such as SO-1001, and the Currency, such as USD.
3. In Customer, choose the contact, such as Alder Retail.
4. Choose a Channel and enter a Reported total and Ordered at if you have them. Leave Status as it is.
5. Select Create sales order.

Add lines

1. Open the order and select New line under Lines.
2. For a stock line, keep Fulfillment set to stock. In Variant, choose the SKU being sold. Type to search by SKU or item name.
3. Enter a Description, the Quantity in the SKU’s selling unit and the Unit price.
4. Select Create sales order line.

To change a line while the order is a draft, point at it and select Edit.

For example, line 1 of SO-1001 could be 2 of COAST-JADE-6 at 42.00 USD, which is two six-packs.

Choose where each line ships from

1. To see what each location has, open Inventory, select Inventory items and open the line’s inventory item. Locations shows what is on hand and available at each.
2. Back on the order, choose the location to ship from in each line’s Location.

Your choice is saved straight away. Choosing a location doesn’t commit stock yet; that happens when you confirm.

Confirm a sales order

1. Check every stock line has a location. Until then, the order says “Allocate every line to confirm.”
2. Select Confirm sale.

Biosphere commits stock for all lines together, or for none. The order’s status becomes open, its lines are locked, and Committed shows the stock set aside. If Ordered at was empty, it is set to now.

Fix a sale that won’t confirm

• Record a physical count before reserving this stock. The item has never been counted at that location. Count it, or choose another location.
• This location has insufficient physical stock for the change. Available stock doesn’t cover a line. Choose another location, reduce the quantity, or count or receive more stock.
• For stock lines, A sales SKU needs a valid stock requirement and selling increment. A line has no variant, its variant has no stock source, or its quantity isn’t a multiple of the smallest selling increment. Set the stock source, or fix the line.

Add a non-stock line

In the line editor, set Fulfillment to non-stock and enter its description, quantity, Non-stock unit and unit price, in the order’s currency. A non-stock line needs no variant, inventory location or stock source. Confirmation retains its commercial commitment without reserving or creating physical stock.

Link its quantities to delivery items for confirmed warehouse or final-site progress and financial coverage. See Link delivery items to orders. Non-stock lines do not use the stock Receive or Fulfill actions.

What to know

• A customer is optional, but it must be a contact with the Customer role.
• Only a draft can be edited. After confirming, fulfill what remains, and put anything extra on a new order.
• A confirmed order keeps the prices, units and stock sources it was confirmed with, even if the catalog changes later.
• A draft line can be removed while it has no linked operating work. Its history and import evidence remain. The order itself cannot be deleted; an unused draft commits no stock.
• An order’s currency is set when you create it, and every line and charge on it uses that currency. To use another currency, create a new order.
• Committed stock stays committed until it is fulfilled. A count never releases it.